Facilities & admin support assistantRoyal Caribbean Cruises

POSITION SUMMARY
To provide various administrative support to the Sales Director, Nordics and the Sales Team. This person will be pragmatic in their approach with strengths in office administration, coordination of meetings and travel, planning and preparation and ability to own and manage challenges solely. To assist with the smooth and efficient management of the Nordics office. Encompassing security, catering, post room management, Building Management Services function and processes that support the core business at the Nordics office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
ADMINISTRATIVE SUPPORT
Light diary management for the Sales Director
Coordinating arrangements for meetings (internal and external) and conferences for the Sales Director and the Sales Team
Organising business trips for the Sales Director
Opening and distributing of post
Regular meetings with the Sales Director to help with any administrative duties
Budget support for the Sales Director
Administrative support to the Sales Team as and when required
Preparation of meeting material and booking of meeting rooms. Ensuring rooms are ready for meetings (i.e. resources booked and lunch ordered where required) for Sales Director and the team
Taking minutes in meetings as required and ensuring minutes for Sales Director are typed, distributed and followed-up in time for next meeting
Maintain and keep efficient filing systems
Assistance in preparing events, award entries and ad-hoc venue requests
Researching offsite meeting venues and the booking of the venue and arranging the meeting in liaison with the venue contact
Booking of taxis, ordering/collection of ad hoc items required for the Sales Director
Assisting in ship events and event administration
Any other duties as required
FACILITIES SUPPORT
Liaise with building landlords and managing agents in order to resolve any property issues that arise
Manage and plan essential central services such as building security, maintenance, reception, mail, archiving, cleaning, waste disposal and recycling
Check that contractual work has been completed satisfactorily and follow up on any deficiencies
Supervision and coordination of contractors on site
Small scale project management for ad hoc projects as and when required
Respond appropriately to emergencies or urgent issues as they arise
Management of the company car fleet including handling all motor insurance claims in a prompt and efficient manner, ordering of new vehicles within corporate guidelines
Attend meetings as and when required with building landlords, tenants, site security personnel and maintenance contractors
Write, update and communicate office/Facilities procedure manuals
HEALTH & SAFETY
Ensuring Health & Safety policy compliance to include conducting regular risk assessments within the office environment and taking appropriate corrective action
Ensuring full compliance with all relevant health and safety legislation including conducting regular risk assessments and advising the management team of any issues and advising of forthcoming changes in legislation that are relevant to the organisation
Presenting health & safety presentation at Company inductions
Management of the company Health & Safety policy
EXPERIENCE / KNOWLEDGE AND SKILLS
Computer literate - Working knowledge of Microsoft office (Word, Excel, PowerPoint, Lotus Notes)
Ability to prioritise workloads and manage the variation of tasks and people
Highly motivated and confident
Flexible approach to working - willing to "muck in" and help with whatever is required
High level of accuracy
Team player with strong sense of humour
Flexible on working hours and travel
Able to prioritise workloads
Some project management skills
Strong personal organisation required & ability to work to deadlines
Strong verbal and written communication skills
Ability to maintain confidentiality
Methodical, calm approach to work
Royal Caribbean Cruises

Philippines
Permanent
Full-time